SR 08-23-2022 5F
City Council
Report
City Council Meeting: August 23, 2022
Agenda Item: 5.F
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To: Mayor and City Council
From: Rick Valte, Public Works Director, Public Works, Architecture Services
Subject: Approval of First Modification to Contract with Siemens Industry, Inc. for
Facility Security Equipment, Systems, and Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to agreement #10666 in the amount of $1,500,000 with
Siemens Industry, Inc. (Siemens) a California-based Company for facility security
equipment, systems, and services, including related equipment and supplies for the
Information Services Department. This recommended award is made as an exception to
the competitive bidding process pursuant to Section 2.24.250 (c) and would result in a
ten-year amended agreement with a new total amount not to exceed $3,000,000 with
future year funding contingent on Council budget approval.
Summary
The City utilizes access control equipment in various City facilities to improve workplace
security by limiting access to various areas of those facilities. These systems require
regular maintenance, upgrades, and enhancements to both hardware and software
components. To accommodate the necessary repairs and expansion of these systems
throughout City facilities, staff recommends modifying the existing agreement with
Siemens in an amount of $1,500,000 for a new contract amount not to exceed
$3,000,000 over ten years for access control.
Discussion
The National Joint Powers Alliance (NJPA- which became Sourcewell on June 6, 2018)
conducts cooperative purchasing procurement by, or on behalf of, one or more Public
Procurement Units. In 2021, NJPA solicited and issued a new request for proposals
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(RFP) #030421-SIE for the procurement of facility security equipment, systems, and
services with related equipment and supplies. Upon completion of the RFP process, a
contract was established with Siemens which includes manufacturer volume discounts
and rebates for NJPA members, a multi-year contract term, and price verification
mechanisms to assure pricing compliance and accuracy through 2025. NJPA contracts
are supported and widely used by government agencies throughout the United States.
As a member, the City of Santa Monica can participate in NJPA contracts and
subsequently entered into Agreement #10666 (CCS) with Siemens in 2018 for access
control systems for a not-to-exceed contract of $1,500,000 over five years. Section
2.24.250 (c) of the Municipal Code allows exception to competitive bid procedures when
such competitive bid procedures have already been utilized, such as in purchasing by
Federal, State, County, City or special district government agencies, or by cooperative
purchasing agencies consisting of such agencies.
Modifying the existing multi-year agreement #10666 (CCS) with Siemens would provide
staff with the flexibility to schedule service calls and complete pending and new
installation requests. Ongoing requests for security access projects from various city
departments exceed the current contract authority. These requests are for new projects
at the Civic Parking Lot Structure, Public Works City Yards Facilities, and the Fire
Training Facility as well as upgrades to old equipment in Historic City Hall and the Main
Library.
Past Council Actions
Meeting Date Description
04/24/2018
(attachment A)
City Council authorization to negotiate and execute an
agreement with Siemens Industry, Inc., for facility security
equipment, systems, and services, including related
equipment and supplies, and for building automation
systems upgrades and expansion.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from various funds to increase the amount of
contract with Siemens for access control equipment installation and maintenance
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services at various City facilities.
Contract Modification Request
Agreement # Contract
Authorized
Amount
FY2022-23
Modified Request
Amount
Dept/CIP
Account
Total Revised
Contract
Amount
10666 $1,500,000 $1,500,000 Various $3,000,000
Future year funding is contingent on Council budget approval.
Prepared By: Alex Parry, Senior Architect
Approved
Forwarded to Council
Attachments:
A. Siemens_Staff Report_4-24-18
B. Siemens_Contract_10666
C. Siemens_Oak_5-27-22
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City Council Report
City Council Meeting: April 24, 2018
Agenda Item: 3.L
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services Department
Susan Cline, Director, Public Works Department
Subject: Contractual Services Agreement for Facility Security Equipment and Services
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an agreement with
Siemens Industry, Inc. (Siemens), a California-based company, facility security
equipment, systems and services, including related equipment and supplies in an
amount not to exceed $1,500,000 over five years, with future year funding
contingent on Council budget approval; and
2. Authorize the City Manager to negotiate and execute an agreement with
Siemens for building automation system upgrades and expansion in an amount
not to exceed $1,215,847 (including a 10% contingency).
These recommended awards are made as an exception to the competitive bidding
process pursuant to Section 2.24.080 (b), in a total amount not to exceed $2,715,847.
Executive Summary
The City utilizes access control and building automation system (BAS) equipment
installed at various City facilities to control facility access, mechanical systems, and
energy use. These systems require regular maintenance, upgrades, and enhancements
to both hardware and software components. To accommodate the necessary repairs
and expansion of the facility access control and BAS systems throughout City facilities,
staff recommends entering into contracts with Siemens in an amount not to exceed
$1,500,000 over five years for access control and in an amount not to exceed
$1,215,847 (including a 10% contingency) for building automation systems, which would
result in a total amount not to exceed of $2,715,847. For the first year, staff anticipates
spending a total of $300,000 on access control and the entire $1,215,847 on BAS
equipment and services, for a total first year amount of $1,515,847.
Background
5.F.a
Packet Pg. 72 Attachment: Siemens_Staff Report_4-24-18 (5238 : Siemens Contract Modification)
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The need for facility access control (both internally and externally as needed) and BAS
improvements and modifications at City buildings such as the Library, City Hall, Public
Safety Facility, and other locations, has grown over the years. The access control
requests are the result of retrofits to various areas of City Hall stemming from the
construction of the City Services Building and the need to enhance security at City
locations. The BAS requests are largely the result of needing additional monitoring and
control of additional systems or sites throughout the City. Installation and maintenance
of both of these types of systems require the services of certified service experts, such
as Siemens, that specialize in such control systems.
Discussion
Facility Access Control
Awarding a multi-year purchase order to Siemens will give staff the flexibility to
schedule service calls and projects as needed to complete a significant backlog of
pending projects and address new installation requests.
Staff is currently working to implement a comprehensive security and access strategy
and has identified six priority locations as well as 20 to 30 additional locations where
access control should be installed and standardized before the City Services Building
(CSB) opens in 2020.
Facility Building Automation System
The City currently uses a proprietary Siemens Industry BAS to monitor and control the
mechanical systems and energy usage at six existing facilities (Public Safety Facility,
City Hall, Ken Edwards Center, Parking Structure 6, Annenberg Beach House, Pico
Library) and is scheduled to add two additional sites as part of their new construction
(City Services Building and Fire Station 1). A portion of the hardware and software from
the existing system has reached the end of its useful life, is no longer supported by
Siemens, and must be replaced. In addition to these necessary repairs, staff
recommends expansion of the system by installing and equipping four additional sites
with Siemens BAS controls (Main Library, Virgina Avenue Park Teen and Park Centers,
Fire Station 2, Airport Administration Building).
5.F.a
Packet Pg. 73 Attachment: Siemens_Staff Report_4-24-18 (5238 : Siemens Contract Modification)
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Siemens BAS provides computerized controls and real time graphics to let staff see
what is happening with the heating, ventilation, and air conditioning (HVAC) equipment
in a building without multiple trips to the site, thereby saving on costly problem
determination visits and simplifying maintenance operations. Computerized controls
monitor HVAC equipment status and helps in heading off unexpected problems. They
also help to maintain even temperatures and humidity levels within the facilities in order
to provide measured comfort, which then leads to reduction of overrunning the
equipment and hence saving energy. Moreover, running the equipment less and
controlling it more efficiently reduces wear and tear, keeps maintenance costs down,
and extends equipment life expectancy. The automated fault detection and diagnostics
of these newer systems have been found to help reduce downtime and operations and
maintenance costs by as much as 30%.
Vendor Selection
In 2017, National Joint Powers Alliance (NJPA) solicited and issued request for
proposals (RFP) #031517 for the procurement of facility security equipment, systems,
and services with related equipment and supplies. Upon completion of the RFP
process, a contract was established with Siemens, which includes manufacturer volume
discounts and rebates for NJPA members, a multi-year contract term, and price
verification mechanisms to assure pricing compliance and accuracy. NJPA contracts
are supported and widely used by government agencies throughout the United States.
As a member, the City of Santa Monica can participate in NJPA contracts. By entering
into a contract with Siemens, all pricing would be based on NJPA contract # 031517-
SIE.
Section 2.24.080 (b) of the Municipal Code allows exception to competitive bid
procedures when such competitive bid procedures have already been utilized, such as
in purchasing from Federal, State, County, City or special district government agencies,
or from cooperative purchasing agencies consisting of such agencies.
Financial Impacts and Budget Actions
5.F.a
Packet Pg. 74 Attachment: Siemens_Staff Report_4-24-18 (5238 : Siemens Contract Modification)
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The agreement to be issued to Siemens for access control is for an amount not to exceed
$1,500,000 over five years. Funds for access control related equipment and services are
included in the proposed FY 2017-18 budget within departments’ budgets. Budget
authority for subsequent years will be requested in each budget for Council
approval. Future year funding is contingent on Council budget approval.
The agreement to be issued to Siemens for BAS improvements is for an amount not to
exceed $1,215,847 (including a 10% contingency). Funds are available in the FY 2017-18
Capital Improvement Program budget in the Public Works Department. The agreement will
be charged to the following account: M010085.589000.
Prepared By: Ivo Nkwenji, Lead Systems Analyst, Information Systems
Approved
Forwarded to Council
Attachments:
A. OAKS Initiative Form Siemens
5.F.a
Packet Pg. 75 Attachment: Siemens_Staff Report_4-24-18 (5238 : Siemens Contract Modification)
5.F.b
Packet Pg. 76 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 77 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 78 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 79 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 80 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 81 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 82 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 83 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 84 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 85 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 86 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
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Packet Pg. 87 Attachment: Siemens_Contract_10666 (5238 : Siemens Contract Modification)
CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains
certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity. Public benefits include: 1. Personal services contracts in excess of $25,000 over any 12-month period; 2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period; 3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month period; 4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period; 5. Land use variance, special use permit, or other exception to an established land use plan, where the decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or 7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers: Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date: Email: Phone:
FOR CITY USE ONLY:
Bid/PO/Contract # Permit #
Siemens Industry, Inc
Directors: Ruth Gratzke & Marsha Smith
Elected Officers: Ruth Gratzke - CEO, Marsha Smith - CFO, Craig Langley - General Counsel
Dr. Roland Busch, Cedrik Neike, Matthias Rebellius, Prof. Dr. Ralf P. Thomas, Judith Weise
Zach Weinman
zach.weinman@siemens.com
Sales Manager
5/27/2022
657-337-6962
Digitally signed by Weinman ZacharyDN: cn=Weinman Zachary, o=Siemens, email=zach.weinman@siemens.comDate: 2022.05.27 15:59:12 -07'00'Weinman Zachary
5.F.c
Packet Pg. 88 Attachment: Siemens_Oak_5-27-22 (5238 : Siemens Contract Modification)